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== Add Bookings ==Bookings are entered into the system by the following methodsChoose from three different views: *online by your guest using the availability calendars, booking buttons Grid with drag-and booking page.-drop function to quickly change rooms*manually by yourself<embedvideo service="youtube">https://youtu.be/Ohhx1ZfPxNw</embedvideo>*imported from other channels by the channel synchroniser.Sortable list
'''Add "Black Bookings" are bookings without guest. They can be used to close a new booking'''room. Black bookings are not considered in reports.
Info '''Ideas for commonly used info codes can be added from the preset list. You can add manual notes.''' LOCKROOM (this will prevent room changes) LOCKUNIT (this will prevent room changes and unti changes) BREAKFAST CANCELLED_BY_OWNER CANCELLED_BY_OWNER_INVALID_CARD CANCELLED_BY_OWNER_NO_PAYMENT CANCELLED_BY_OWNER_UNIT_NOT_AVAILABLE
The info code can be used in [[:category:Reports|custom reports]] to show or hide selected bookings and also in Auto Actions.LOCKSTATE_PIN (for customers using our integration with Lockstate lock system)
For example, if you use the code "CHECKEDIN" when guests check in and "CHECKEDOUT" when guests check out, you could create a custom reports to show custom reports by showing booking which include the info code "CHECKEDIN" and excluding those that have the info code "CHECKEDOUT".
To bulk change *Change the status of bookings go .*Move bookings to SUB ACCOUNT (top right menu) then click on "Manage Account" then "Manage Property" then "Manage Room"another room. *To bulk delete bookings the status has to be changed to "Cancelled" first.
''This page is about the menu BOOKINGS''
__TOC__
[[Image:BOOKINGS.png|700px|link=]]
[[Media:BOOKINGS.png|view large]]
*Calendar view
'''Status'''
"New" are bookings which have not been opened to view. Once you open them and save or update them the status will change to "Confirmed". In SETTINGS->ACCOUNT PREFERENCES you can set which status you want to apply to new bookings.
== Add Bookings ==
Bookings are entered into the system by the following methods:
*online by your guest using the availability calendars, booking buttons and booking page.
*manually by yourself.
*imported from other channels by the channel manager.
=== Manually add a new booking ===
Click on the ADD BOOKING Button on the top right.
[[Image:addbooking.png|300px|link=]]
[[Media:addbooking.png|view large]]
To add a booking for multiple rooms or to check for available rooms click on "Price Check"
[[Image:book_multiple.gif|300px|link=]]
[[Media:book_multiple.gif|click to see a demo]]
Add bookings in CALENDAR directly into the room or even the room and the date.
[[Image:addbookingcalendar.png|300px|link=]]
[[Media:addbookingcalendar.png|view large]]
If you want to manually add a booking for a guest who previously stayed use the "Search" field in the booking.
<embedvideo service="youtube">https://youtu.be/aciym__Y4Zg</embedvideo>
=== Upload existing bookings ===
Bookings can be uploaded as a .csv file through our API
1. Export your bookings into a .csv file
2. Go to SETTINGS -> ACCOUNT -> ACCOUNT ACCESS and allow API access
3. Go to https://api.beds24.com.
4. Click on https://api.beds24.com/getbookings
5. Download a sample file so you have the correct format
6. Open the file in a Excel or similar and dd your existing bookings in exactly the same format into the file
7. Upload the modified .csv file via https://api.beds24.com/putbookingscsv.php
The instructions in https://api.beds24.com/putbookingscsv.php explain the procedure in detail.
== Check guests in and check guests out ==
If you are using the components "Arrivals", "Departures" and "Current Guests" you can manage the check-in and check-out process from the dashboard and see which guests are currently checked-in. This video explains how to check guests in and how to check guests out:
<embedvideo service="youtube">https://youtu.be/skcNhO60858</embedvideo>
Also you can always check a guest in by opening the booking and setting the info code "Checkin" in the "Info" tab.
== Manage bookings ==
The customizable summary can be created in SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Template" using template variables
Info codes can be added from the preset list. You can add manual notes.
The info code can be used in [[:category:Reports|custom reports]] to show or hide selected bookings and also in Auto Actions.
For example, if you use the code "CHECKEDIN" when guests check in and "CHECKEDOUT" when guests check out, you could create a custom reports to show custom reports by showing booking which include the info code "CHECKEDIN" and excluding those that have the info code "CHECKEDOUT.
You can also use [[Template_Variables|template variables]].
Preset info codes can be defined in SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Code Presets "
If you want to hide the info tab go to SUB ACCOUNT (top right Menu) then click on "Manage Account" and add the phrase '''bookedit-info''' in "Hide menu pages"
[[Media:Summary.png|view large]]
The "Slice" function allows to divide a booking into individual bookings with different start and end dates. This functions is useful if for example a guest changes rooms during his stay. When you want to select a different UNIT, if the symbol ® is next to a unit/room, this indicates there is already a booking in this unit, so you should choose another unit. Which information you see on this tab is defined by the settings activated in SETTINGS->PROPERTIES->BOOKING QUESTIONS.
=== Detail===
'''Split''' can be used to split a booking for multiple rooms into separate bookings so each can be assigned to an individual room. All split bookings will be linked so they can be easily managed.
'''FLAG''' can be used to flag bookings that require special attention. The flag text is displayed with the other booking fields within the control panel and the [FLAG] [[Template Variables|template variable]] can be used to display this text as "hovertext" when the mouse cursor is positioned over the flagged booking in the Calendar view. Flags can also be automatically applied via Auto Action which you can set up in SETTINGS->GUEST MANAGEMENT->AUTO ACTIONS.
[[Image:Detail.png|600px|link=]]
[[Media:Detail.png|view large]]
Which information you see on this tab is defined by the settings activated in SETTINGS->PROPERTIES->BOOKING QUESTIONS.
=== Charges and Payments ===
=== Guests===
In the tab "Guests" tab you can see information from and manage the connection of the booking to the guest database (GUEST in top menu),
[[Image:Guest.png|600px|link=]]
[[Media:Guest.png|view large]]
You have the option to add guests to the booking or remove guests. Guests can also be deleted if they are not connected to another bookings.
*Create Guest from Booking : A guest will be created from the information from the "Summary" tab of the booking.
*Create New Guest: A new guest will be added to the database.
*Add Existing Guest: Search the database for an existing guest to add it to the booking.
Note: Updating a guest will not change the content to the "Summary" tab of the booking.
=== Prevent Room Changes===
If a booking is imported from a channel and you have changed the room in Beds24 you need to change the setting for "Allow Channel Modifications" in the "Details" tab ot the booking to prevent the channel to override the room change with the next update.
If the info codes LOCKROOM or LOCKUNIT manual room changes by staff are not possible.
If you do not see these in the the drop down list you can manually add them in SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Code Presets "
=== Logs===
=== Delete Bookings ===
Deleted bookings are permanently removed from the system and can not be restored.
=== Cancellations ===
Direct booking can be cancelled by changing the status to "Cancelled". For bookings from channels the cancellation has to be made on the channel either by the guest or by the channel. If this is not possible you can change the status in Beds24 and set "Allow Channel Modifications" = No in the "Details" tab of the booking. This will stop the channel to override the status change but not actually cancel the booking in the channel.
You can allow guests to cancel bookings themselves. By default the system uses the policy you can set under SETTINGS -> PROPERTIES -> BOOKING RULES. You have the option to override these settings for offers or individual bookings. If you allow cancellations you can send your guests a link to let them cancel via the system without contacting you. Include the template variable [CANCELURL] into your e-mail confirmation message. When guests cancel a booking they will receive a system notification that the booking was cancelled. If required you can set up an additional Auto Action Email in SETTINGS -> GUEST MANAGEMENT -> AUTO ACTIONS.
=== Bulk Changes===
To bulk change bookings go to SUB ACCOUNT (top right menu) then click on "Manage Account" then "Manage Property" then "Manage Room". There you can:
== Template Variables ==
[[Template Variables|Template variable]] can be used to display information from the booking in confirmation messages to guests, auto action Emails, host notifications or invoices.
